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Home Visiting Frequently Asked Questions

April 7, 2011

If a county is proposing the use of two models at all three funding levels, is it acceptable to show the  costs on one budget sheet for the three funding levels,  or are you requesting  this be presented another way?  If so, how?

Yes, it is acceptable to show the costs on one budget sheet. This assumes the narrative has clearly explained that you will be implementing 2 models and the rationale for that.

Costs for the first year of this grant cycle may be lower than for forthcoming years, since all staff may not be trained and hired on the first day of the grant cycle.  Will this be considering in estimating funding levels for consecutive years?

Yes. Plan for what you think would be the best case scenario knowing that if you don't spend all the money in the first year, we can probably carry over funds into the next year.

How specific the letters of support are supposed to be from our partners for the grant?

The letters of concurrence should state that the organization/agency agrees with the proposal, they support the agency providing the leadership and will be available to support the efforts of the proposal should it be funded. It does not require too much detail.

April 6, 2011

Since there are only four evidence based models and a number of counties looking at the data, wouldn't it make more sense for the state to contact the lead agencies to ask questions about future plans and share with all potential applicants rather than each of us calling?

PAT & NFP have provided tools to crosswalk current tools to the benchmarks. HFA is providing technical assistance this week on this topic.

Can the funds be used to coordinate community home visiting efforts (i.e. project coordinator for all models, staff for supporting services) or only to fund the positions/services specifically mentioned in each model?

Yes.

Will our leveraging be considered in the scoring?

Yes, see page 10 of the RFA under budget.

If we can bill TCM can we use MAC?

No, MAC is a reimbursement program for State General Funds.

It was unclear to me. Can we bill TCM if meets TCM requirements?

Yes, you can bill TCM. Review the administrative rule around TCM.

So 1 budget but the description can be for 2 models?

The Budget Template provided has three columns, allowing for three scenarios. Each model scenario should have its own budget. Any single scenario cannot exceed $900,000.

Is there a limit on indirect since this is federal funding? No amount was stated on the budget. Please discuss.

No. If we hear differently, we will let you know.

Are start up costs included in the total budget? You mentioned there might be additional start up cost I believe in another webinar. Thanks.

Yes, start up costs should be included in the total budget. At this point, we don’t know if we will be receiving any of the competitive dollars, which if received could offset some start up costs.

Please clarify: one budget page may show up to three different budget amounts, and show up to the models?

Yes. The template was designed to show up to three different budget and/or model scenarios.

Since EHS wasn't started until 1995 and according to your presentation, the studies reviewed were between 1979 and 1989, what data for EHS was reviewed?

The review for the first pass was from 1989 to the present day.

If we have two models in the application, can we target separate populations for each?

Yes.

If we submit a combined budget do you want the costs broken out by agency?

No, just by model.

Some areas in the benchmark chart show no evidence was collected in some areas where we know that it was. How can we have the correct data included?

We are in the process of developing this table and may have not received all the information from all the programs. We will work with programs selected to ensure together we meet the needs of data collection across all benchmarks and constructs no matter the model. 

Is it of interest to the reviewers to see the costs broken out by agency as well as by model (if more than one)?

No, just by model.

Do you have any minimum or maximum length of time you define for a "start-up" period in the budget?

That will depend on the model selected, what is required, what you already have in place, and the amount of time you believe you will need to put the program in place—e.g. hire staff, train staff, etc.

To be clear, if we are submitting an application with two models, we need a budget for each model.

Yes.

Do we need to break out costs in the budget template for each category (i.e., list each staff/cost) or just provide the total cost for each category?

The total cost is good for this first round. For selected programs we will require more budget detail.

If the local health department is the lead, do we need to provide a letter of concurrence for the local health department?

No, if the lead agency is the applicant.

Are the tables you are over viewing going to be available on the website?

Yes, we will post them on the website.

Why does Healthy Start have a 0 under outcomes of child injuries and neglect Oregon tracks? This is not national.

That document is based on the federal review. We do not know what studies were used by Mathematica in the Review of Effectiveness.

Are we allowed to take our own federally negotiated indirect rate, or is there a STATE limitation on the indirect rate, and if so, what is that rate and how is it to be calculated (i.e. 10% of salary/fringe, 10% of all direct costs, etc.?

This is not limited by the grant. You can submit your own usual and customary rate.

Under the question regarding existing screening, identification, and referral mechanisms for families/children, do you want tools or just process?

For the RFA, just the process. Those applications that are selected to move forward will be asked to provide more detailed information on tools for the state grant submission.

Do we put the information on leveraging on the template or do we use a second page?

There is a line for it on the template. Feel free to modify the template to make it work for you.

NFP has one year for startup due to training. Will we be able to request more money for year two when start up is over and families begin to be directly served?

There will be on-going funding throughout the life of the grant.

We have one model under one budget scenario and two models under another. The cost for the first model is different in the two scenarios. Do you want that all on one page?

The budget template should provide you space for the scenarios you describe. Yes, it should be on one page.

The 4/4 FAQ's has a name and address for letters of concurrence. We are already collecting these letters. This is not a requirement in the RFA. Are we required to go back to partners again to get new letters which have Dr. Bradley's name, etc.?

No, it is not required to be addressed to Dr. Bradley; that was a response to a request for a person to address the letters to.

Is there a cover page or anything which tells you who the application is from, etc.? Should we just attach our letter of intent which does contain that information?

A cover page including the county/region name, lead contact and contact information would be helpful, but is not required.

April 4, 2011

Do charts and tables in the Home Visiting application have to be double spaced, too?

No, they do not.

The multiple budget option just is not applicable for our small county. We couldn't begin to construct an honest budget using $900,000 in a single year based on our population.Do we have the option of submitting a single budget or two variations at the lower levels and just report that the higher level is not applicable to our situation?

Yes, you have the option to submit a single budget or two variations of budgets at lower levels and report that the higher level is not applicable to your situation.

Do you want the screening, identification, and referral mechanisms for the models we have selected or for the rest of the models in our County as well?

On page 11 of the RFA, the description of the at-risk county asks for a list of existing screening, identification and referral mechanisms for families/children. This refers to the county home visiting system, not just the models you have selected. The idea is to show how the selected model would fit into the existing system of screening, identification and referral mechanisms.

Collaboration can be defined many different ways. What are you looking for to demonstrate collaboration?

In addition to the required letters of support, competitive applications will define planned collaborations. Examples might include referral triage agreements, shared staffing, and or shared budgets to support joint trainings on planned collaborations.

March 31, 2011

Why didn't the state just select the model if we are being encouraged to only choose one model? I am concerned that the decisions being made around the selection of the evidence-based model will not reflect the fit of the model or capacity of the county to implement the model.  We are moving at such a fast past that I fear we will make the wrong decisions around model selection and be forced to live with those decisions.  I am both frustrated and concerned about this.

We have heard from other states’ lessons learned that no more than two models are really doable. The State Home Visiting Steering Committee (HVSC) feels strongly that this process be driven by local decision making where possible. The RFA includes flexibility in two areas in response to this desire for local decisions. 1) Model selection – It was narrowed from the seven eligible at the federal level to four eligible in Oregon by the HVSC. 2) Funding options – Applicants can submit up to three different approaches with up to three different funding levels to support local creativity and collaborative efforts. 

Was clarification ever provided about if two models are being requested, should section B  be 2 pages each or 4 pages each?

If more than one model is proposed, applicants have been allotted an additional 4 pages for each additional model proposed in Section B.

Attachment F shows how the four models impact the domains. Will models be scored differently based on their impact, or are all models viewed as being on an equal playing field regarding their ability to impact the domains?

All four models are viable options per federal guidelines and are therefore on an equal playing field. They will be scored on the justification provided that the model(s) selected are the best fit to address the needs of the county.

Will models be scored based on how many clients are served and how many visits are provided (e.g., Early Head Start Home Visitors have a case load of 10-12 with 48 visits per client, and Healthy Start Home Visitors have a caseload of 25-40)?

The scoring criteria and points are included in the RFA. Rational for which model is selected and how it was determined to be the best fit for this community is required. The model will dictate capacity to serve clients. Each model has its own capacity limitations and that will be known by the review committee. It is not necessarily about serving the most clients, rather it is about applying the correct model to the needs of the community.

Would a currently accredited Healthy Start/Healthy Families America program have to be "re-accredited" through HFA (outside of the Healthy Start system) if we developed a program that served non-first births?

We will check with the National model about this and get back to you.

Can a program using the HFA model serve families where the baby is more than three months old at the time services are initiated?

No, enrollment by the age of three months is part of the HFA evidence based model.

Could a program contract with Healthy Start /HFA to access the FSW/FAI trainings for staff?

Yes

Are the funding amounts set at $300,000, $450,000 and $900,000 or can an RFA propose different amounts?

No, see page four of the RFA: “It is an option for each applicant to submit up to three different approaches with up to three different funding amounts for consideration….Any funding level for up to three approaches and up to $900,000 will be considered. A total of $900,000 will be awarded to either one, two or three programs…”

March 30, 2011

Who should the letter of concurrence be addressed to?

The letter of concurrence should be addressed to Katherine Bradley, PI on the state grant:

Katherine J. Bradley, PhD, RN
Administrator, Office of Family Health
Oregon Health Authority
800 NE Oregon Street, Suite 850
Portland, OR  97232

Why are we selecting from four home visiting models when the fed's want the state to have two models?

We have heard from other states’ lessons learned that no more than two models are really doable. The State Home Visiting Steering Committee (HVSC), however, feels strongly that this process be driven by local decision making where possible. The RFA includes flexibility in two areas in response to this desire for local decisions. 1) Model selection – It was narrowed from the seven eligible at the federal level to four eligible in Oregon by the HVSC. 2) Funding options – Applicants can submit up to three different approaches with up to three different funding levels to support local creativity and collaboration efforts.

While you can't use this grant to match TCM dollars. Can TCM be billed for services provided to clients under this grant?

Nurse Family Partnership can be blended with the current DMAP program, Maternity Case Management and is therefore eligible for Medicaid funding. Targeted Case Management providers pay the local match prior to reimbursement, the provider can use any source of funds to pay the match.

If awarded will we have to reapply each year for this grant if money is available? Not at the local level. Federal partners require that programs “demonstrate improvements in at least four benchmark areas by the end of three years... [and] at least half of the constructs under each benchmark area.”

Could you repeat what you just said about HFA and Healthy Start?

When Nakeshia was showing the HomVee Website, it shows the 11 original national programs that reviewed for inclusion in this federal grant as an evidence-based home visiting program. Their federal review process reduced the 11 to seven final program options. One of the eleven listed, which did not make the top seven, is Healthy Start – Home Visiting. We were clarifying that the federal Healthy Start – Home Visiting program referenced is not the same as Oregon’s Healthy Start program which is based on the Healthy Families America model.

Should we provide in-kind costs in the budget template?

Yes.

If we are adding capacity to existing programs to increase services to specific target populations, should we plan on reporting on all clients or just those served through grant dollars? For example, if we are adding capacity to existing Healthy Start and Early Head Start services, should we plan on reporting on all clients served annually or just those served through grant funds.

The federal partners require data reporting for the families enrolled through this grant only. They will need to be separate.

We are concerned about how much to budget for data collection/reporting since we will be working in partnership with multiple organizations. Do you have any insights as to how data will be passed from the county to the state?

No, we are still working on this at the state level as well.  Some of this will depend on the evidence-based home visiting model(s) selected for implementation by the counties/ region.

Are we required to submit a detailed budget (e.g., a completed budget template) with Step 2 of the application? In the RFA, it seems that we are only required to provide general budget information, and detailed budget info will not need to be submitted until Step 3.

Yes.  Please use the Budget Template tool to support the development of your general budget for Step 2. In Step 3 of this process, additional detail will be required for the one to three counties/regions that have been selected.

Are we putting the proposal in jeopardy if we are planning to implement 2 models?

No.  Up to three approaches and up to three funding levels may be submitted for consideration.

When collecting data, should we assume that all will be gathered through self-report, or should we be linked to local health care providers, hospitals, etc?

This will depend on the model(s) selected and which measures are selected under each benchmark. We encourage collaborative relationships for both service delivery and potential data collection.

Can we start the first year with a smaller number of slots served and then add more the next year or should we plan to start out with the total slots?

You can design your program as makes the most sense. If ramping up client/families served works best, that is fine.

If my county receives a grant, will the money be given to us up front will a reimbursement need to be requested after the fact?

We will check with our federal partners about how they intent to disperse the funds to Oregon. We will get the funds to the local communities as soon as possible.

I understand that we must demonstrate improvements in at least four benchmarks areas and in at least half of the constructs under each benchmark area. With our selected model, are we required to collect data on each benchmarks and each constructs?

The federal grant requires improvement in at least four benchmarks and at least half of the constructs by the end of year three and all of the benchmarks by the end of year five. Yes, data must be collected for all benchmarks and all constructs.

Can other supports be included in the grant such as parent groups?

Again, this depends on the model(s) selected. For instance Parents As Teachers requires group meetings.

Can we use our actual costs based on experience with the program or should we base it on the summaries?

We recommend your actual costs based on your experience.

If using Early Head Start as a model after the first year can families be moved to a different Head Start model (center based) if families request or must they remain 3 years in home based?

This is a model developer question. We will forward it on and get back to you.

Do you have a list of the reviewers yet?

No, we do not yet have a final list. We will let you know when it is finalized.

Does HFA have a similar screening tool (NBQ) to what Oregon Healthy Start uses?

No, HFA allows local programs to develop data collection tools.

How does this grant process affect the ongoing Home Visiting programs currently funded? Will we have to wait a full 5 years before there is a consensus on what works and will be funded.

We are continuing to work on our statewide home visiting system development work across agencies. 

I may have missed it in the RFA but I do not see how we physically apply - mail or email?

Please email applications to Nakeshia Knight-Coyle: nakeshia.knightcoyle@state.or.us

On the Oregon Home Visit website, I do not see links to any additional RFA pieces such as Q&A, etc. Has anything been posted since the RFA, attachments, etc.?

Yes, all of the documents are posted at: http://public.health.oregon.gov/HealthyPeopleFamilies/Babies/HomeVisiting/Pages/home_visiting.aspx

Could you please clarify what the process is for selecting what indicators are selected for the constructs?

Some of this will depend on the model(s) to implement selected by the local communities. We are still working through this at the state level as well.

March 29, 2011

What counties and Regional entities are applying?

We will post the lead agency in each of the 13 counties this week.

Can leeway be built in to the current Oregon HFA model to expand beyond first births as the national model evaluated allows?

Oregon's current Healthy Start~Healthy Families program has a state defined target population of all first births, this is not changing as a result of this grant. However, HFA allows programs to define their target population. This grant is separate from the current Oregon program, so a different target population could be defined based on need/gaps in the community for this grant.

Is there a clearer intention with the "Plan for coordination among existing programs and services"?  Which might carry more weight in evaluation: a single point of contact and referral that evaluates the client needs and how they match with existing programs, or a coordinated effort to use all the currently available programs effectively.

Coordination among existing services is required by the federal partners. “An operational plan for the coordination between the proposed home visiting program and other existing programs and resources in those communities, especially regarding health, mental health, early childhood development, substance abuse, domestic violence prevention, child maltreatment prevention, child welfare, education and other social and health services” (Page 15 of SIR).

Will other programs currently in place such as MCM, CaCoon and Babies1st be replaced by this program or run parallel to it.

In communities where these programs are running, they will continue. Coordination is required to ensure services are not duplicated and families receive the most appropriate services based on their needs.

What is the expectation for Head Start Home Visiting Programs that are facing potential cuts in ARRA funds this Fall, is that part of our small, medium and large requests?

These funds can not supplant current services. The intent is to broaden and enhance current or new services and outcomes. 

Should our small medium and large scaled requests just outline the minimal need to maximum for implementation?

That is one option. Each community can determine how to best utilize the flexibility available regarding three different funding levels and/or approaches.  But each funding scenario needs to stand on its own.

Which Early Head Start Home Visiting model is indicated as Evidenced Based:  Center based with monthly home visits or stand alone Home Visiting Based with weekly visits?

Only the stand alone Early Head Start Home Visiting Based model with weekly visits is identified by the federal partners as one of the seven evidence based programs eligible for this grant.

How do we address the different levels of Prenatal Visits under each  program for interventions, set curriculum for each type of expected problem or focusing on strengths of each mother?

That will depend on the model and curriculum selected by each local community.

Is there going to be a state wide standard on data collection?  The state will support selected communities in developing or implementing existing data collection tools. Contractor (like NPC) or Family Net? This is to be determined once the model(s) are selected.

Is there going to be a budget template?  If so when will we get it?

Yes, it was emailed yesterday (Monday, March 28th) and is available on the website.

Will these programs be eligible for Medicaid reimbursement?

 It depends on the evidenced based home visiting program model selected and the Medicaid program.  Nurse Family Partnership can be blended with the current DMAP program, Maternity Case Management and is therefore eligible for Medicaid funding. NFP can also be blended with Babies First Targeted Case Management (TCM). TCM providers pay the local match prior to reimbursement; therefore providers can use any source of funds to pay the match.  Medicaid Administrative Claiming (MAC); MAC is a reimbursement for State General Funds. Services funded with these federal dollars would not be eligible for MAC.    

Is there a required match? (cash)

A specific dollar amount is not required. The RFA requires applicants to include leveraged resource information.

When does the funding start/end?

We anticipate a July 1, 2011 start date. However, this will depend on approval from our federal partners.

Is there a required percentage of the money for start up? And is the start up cost included in the 300-450-900 amounts or is there additional state funding to help with the start up?

There is not a percentage required for startup. However, counties/regions are expected to include start-up costs in their budget.

March 28, 2011

If we submit letters of support with the application will that count in the page limit?

No.

LOI asks for collaborating partners.  Will you want letters from all of those with the RFA?

Yes. Please see page 7 of the RFA Announcement for greater clarity.

Can we change our lead organization after the LOI has been submitted?

This will be handled on a case by case basis. The new lead organization will be required to submit a revised LOI with a justification for the change, due April 1, 2011.

Because this is federal money would there be any reason programs could not be participating in Targeted Case Management/Babies First or Healthy Start’s Medicaid Time Tracking?  Just curious if it would be double dipping.

It depends on the evidenced based home visiting program model selected and the Medicaid program.  Nurse Family Partnership can be blended with the current DMAP program, Maternity Case Management and is therefore eligible for Medicaid funding. NFP can also be blended with Babies First Targeted Case Management (TCM). TCM providers pay the local match prior to reimbursement; therefore providers can use any source of funds to pay the match.  Medicaid Administrative Claiming (MAC); MAC is a reimbursement for State General Funds. Services funded with these federal dollars would not be eligible for MAC.

March 24, 2011

Does the administrative office/lead organization need to be physically located in the county of need?

The eligible county must indicate that it will be the lead county. They must explain that the administrative information and functions for their county reside in a non-eligible county and that the non-eligible county will respond on the eligible county's behalf to the administrative/fiscal components of the RFA. The eligible county needs to respond on their letterhead to their intent.

Our Head Start program has sent in a letter of intent, we plan to partner with them.  Does that mean I should not even try to pursue an NFP program?

All home visiting providers need to collaborate to successfully compete for these funds.  We encourage creative collaborations. For example public health and Head Start might partner through contracting a public health nurse to provide head start related health services. Or Healthy Start may partner and contract with public health nurses as a team member or consultant in the services provided. A key tenant of this application is that the model is selected because it best addresses the need in the county/region.

When considering a Nurse Family Partnership program you need to review the number of low income first births in your community. For a full NFP team (8 nurses) NFP National Service Office (NSO) recommends a population base of 400 low income first births per year. You may consider partnering with another eligible county to assure adequate population base to support NFP. The NFP NSO may approve nurse teams of 4 or fewer nurses as long as they are affiliated with another program to assure adequate staff support. Counties considering NFP should review the planning tool: http://www.nursefamilypartnership.org/assets/PDF/Policy/HV-Funding-Guidance/NFP_Overview_Planning. Public Health Providers who do not plan to pursue NFP may want to consider Parent's As Teachers.

Does the administrative office/lead organization need to be physically located in the county of need? 

The eligible county must indicate that it will be the lead county. They must explain that the administrative information and functions for their county reside in a non-eligible county and that the non-eligible county will respond on the eligible county's behalf to the administrative/fiscal components of the RFA. The eligible county needs to respond on their letterhead to their intent.

If two counties apply as a region does the lead agency have to currently provide services in both counties?

No, only in one of the regional counties.

During the next webinar, is the state able or willing to disclose the names/agencies of those who submitted valid LOIs to the rest of the group? We would be interested in knowing who of the 13 counties will be moving ahead with an RFA application.

No need to wait. All 13 eligible counties submitted valid LOIs. Some submitted more than one. Once the lead agencies have all been confirmed, we can share that information with you as well.

In addition to the current federal funds available through this application, will other funds be coming to Oregon to support home visiting?

There is the potential for Oregon to apply for competitive funds for years two through five if this grant, above our current allocation; however, the guidance for these funds has not been released.

How does the current RFA process and federal home visiting funds impact the home visiting systems development work currently underway in Oregon?

The federal home visiting dollars will be used to support the implementation of an evidence-based home visiting model in up to three high need counties or regions.  The work underway to secure these federal funds fits within the developing framework for a comprehensive, coordinated and culturally responsive Home Visiting System in Oregon that will address unmet needs across the state. The goals are to capitalize on the strengths of each program, decrease overlap and administrative barriers, and ensure the Oregonians we serve are receiving the appropriate services, in the most cost effective way. That cross agency work is continuing with the Design Team meeting again in April to further develop the statewide framework.

Was all the needs assessment work just to support these 13 counties?

No, the Needs Assessment is a requirement of the Federal Grant, however Oregon has chosen to take advantage of this opportunity to conduct a comprehensive statewide Needs Assessment to inform the development of a our Home Visiting System. The full Needs Assessment work is still in process and critical to the statewide system design work. A final report including local input from both parent and home visitor surveys will be available this summer.

Will there be uniform tools used for all the 2 or 3 counties to measure the benchmarks?

This will depend on the program model(s) selected. We will do our best to align tools and measures within the parameters of the model(s).

For the benchmark data, will the state be providing that data as the project moves forward or will we be required to collect the data? For the benchmarks, I realize we have to collect individual data but aren't the benchmarks to be measured countywide? That is why we are asking if county level data will be collected and provided by the state, as was done for the needs/risk assessment.

The data is collected on the audiences served by the evidence-based model.

Leads who have dedicated grant writers have an edge in this type of short turn around. How have you allowed for this in the responses?

This is something the Home Visiting Steering Committee considered prior to issuing the RFA. We have done our best to provide as much information ahead of time as possible and are aware of this concern. Please note that RFAs will be scored on content, not eloquence of writing.

Why are you asking counties to replicate your assessment work in A?

An external review committee will be analyzing the applications. All information needed to determine which applications to select must be included in the application. The review committee will need to see that the model selected is the best fit to address the needs in the county/region. This also provides the opportunity for applicants to review your data, validate and apply it to your application.

March 23, 2011

Can you clarify if there is still a first birth requirement for the target population (like the current Healthy Start/Healthy Families program? Would it be at fidelity if you expanded your population, for example, to serve second births?  I think we can be more targeted, and say, include a focus on single moms, or teens, or Hispanic, right but not change the base target population.

Oregon's current Healthy Start~Healthy Families program has a state defined target population of all first births. However, HFA allows programs to define their target population. This grant is separate from the current Oregon program, so yes a different target population could be defined based on need/gaps in the community.

Does Part 5 of B imply that you need to add a new service or can you support existing service?

These funds can not supplant current services. The intent is to broaden and enhance current or new services and outcomes.

Are there margin limits?

No. Please make sure it is ledgable. External reviewers will be reading applications.

Is there a specific font we must use? For example, Times New Roman, Arial, etc.

No. Please be sure it is readable.

If we say all of our county on the LOI can we later narrow the geographic area on the RFA?

Yes.  The application due on April 11th should provide that level of detail.

Does Early Head have to be only home based?

Yes.

Is the evaluation going to be done by the state?

Our federal partners will be conducting a national evaluation with a select number of states.  We are uncertain if Oregon will be invited to participate in this evaluation. 

Do you want a detailed budget? Line items? Do you have a format you would like us to use?

We are looking for a more general budget for this first round due on April 11. We will send budget guidance next week. The third step will be more detailed.

What if we use PAT as part of a home visiting program? Should we list as a home visiting program on LOI

When listing experience in implementation (#5 of the Template), you can list all models implemented to fidelity.

If you already have the program, do you expect that we will add another evidence based program or is enhancing the numbers and partners appropriate?

The program funded through this grant will be a stand alone program for data collection purposes. It can enhance another existing program, revise the current structure of an existing model (as long as it maintains fidelity of the national model), or create a new program.

March 21, 2011

If I don’t have time to talk to all of the partners, should I still submit the Letter of Intent (LOI)?

Collaborating with your local partners to determine the lead agency and prepare the home visiting application is a priority. NOTE: We will NOT accept multiple LOI’s from the same county.  First come is not first served.  We fully expect home visiting partners to work collaboratively on this effort. If Oregon receives multiple Letters of Intent from one eligible county, all corresponding parties will be notified and required to coordinate for one submission.  You will have 24 hours to jointly identify the lead organization. Counties that fail to do this will not move on in the process.

That said, we recognize that the LOI timeline is tight, and the LOI is a required part of the application process. If there are key partners that you cannot contact before the LOI is due, you will need to contact them and solicit their engagement or support to develop your county’s application, due April 11.  The RFA contains detailed guidance on key early childhood and home visiting partners that should be included in the development of this application.

Who is qualified to be the lead organization for this grant?

The lead organization or applicant must have demonstrated experience providing home visiting services to at-risk populations in Oregon, with home visiting as the primary vehicle for service provision. 

Each county will make its own determination on the most appropriate lead organization. See Page 1 of the LOI guidance for details on the criteria for selecting a lead organization.

Please note that the lead organization does not have to currently provide one of the four evidence-based models.

Can a collaboration implement more than one of the four EB models, or is the requirement that the grantee implement only one?

Yes, applicants can choose to implement more than one of the evidence-based models as a part of this application. 

If more than one County is awarded the grant, how will the dollars be divided?  (Equally, by population, etc)

Distribution of funds will be determined based on RFA applications and plans for implementing the evidence-based models in selected communities.

Is it required that the entire geographic area of a county be served?

No. The applicant can specify a geographic area they intend to serve that encompasses only part of an eligible county. 

Can the grant serve more than one target population?

Yes, Applicants should focus on serving target populations in need in their community, as well as those that their chosen model is designed to target. The scope and number of target populations to be served up to the local county partners to decide.

Can counties work regionally?

Yes.  Counties can work with other eligible counties to submit a regional application.

What outcomes is the grant to meet?

Grantees will be expected to demonstrate progress on the Federally-designated benchmarks and constructs as described on page 17 of the Federal Home Visiting Program Supplemental Information Request (the SIR). A summary of the benchmarks and constructs is available at: http://public.health.oregon.gov/HealthyPeopleFamilies/Babies/HomeVisiting/Pages/home_visiting.aspx.

March 17, 2011

When is the Application due?

The letter of Intent is due on March 23, 2011, at noon. The Application is due on April 11, 2011 at noon.

Who is eligible to apply?

Each of the 13 counties identified as at-risk are eligible to apply. Page 2 of the RFA Guidance provides detailed information about eligibility.

How were the communities at-risk selected for participation in the RFA?

Oregon has conducted a statewide home visiting needs assessment, as required by federal guidelines issued in the spring of 2010. The assessment focused on county-level data (including tribal populations) for indicators of need defined in the federal health reform legislation. These indicators include: premature birth, low birth weight, infant mortality, poverty, reported crime, juvenile arrests, domestic violence, high school drop out rates, substance abuse, unemployment, and child victimization. Oregon’s needs assessment also factored in inequities by looking at which populations, including frontier, rural and racial and ethnic communities, are experiencing disparities on the above indicators. As a result of the home visiting needs assessment, 13 counties were identified as having the highest need for home visiting services.

Why is the timeline so short?

The timeline for this RFA follows that which is outlined for us by our federal partners.

It looks like we can choose to apply as a county and a region.  Is this correct?

No.  We will only accept a single application from a county.  An eligible county can apply either independently, or as part of a region with one or more other eligible counties.

When will counties be informed about the selection?

Counties that have submitted Step One (Letter of Intent) and Step Two (the Application) by the respective deadlines will be informed of the review committee’s decision on April 15, 2011.

What is the role of the external review committee and who sits on it?

The external review committee’s role is to objectively evaluate and score each application submitted by eligible counties based on predetermined criteria as outlined in the RFA. The review committee will be composed of professionals external to the home visiting steering committee and the evidence-based programs being considered.  

Who do I contact with questions about the RFA?

Please forward all of your questions regarding the RFA to:

Nakeshia Knight-Coyle
Statewide Home Visiting Coordinator
Phone: 971-673-1494
Email: nakeshia.knight-coyle@state.or.us

Your questions will be noted and answers will be provided during one of three webinars.  Counties are strongly encouraged to submit their questions in advance of the webinars.  Many questions have already been submitted by phone and email.  These questions will be answered on a daily basis and posted at: http://public.health.oregon.gov/HealthyPeopleFamilies/Babies/HomeVisiting/Pages/home_visiting.aspx.   

If I don’t turn in my questions on time, will there be an opportunity for me to ask questions during the webinar?

Yes- although there is no guarantee that staff will be able to respond to your question immediately.  If this is the case, your question will be answered on the Home Visiting website or at a future webinar.

Counties are strongly advised to submit their questions by noon on the day before the scheduled webinar.  There are three webinars planned:

·         Tuesday, March 22, 2011 from 2:00 to 4:00 PM

https://www2.gotomeeting.com/register/309135571

·         Tuesday, March 29, 2011 from 2:00 to 4:00 PM

https://www2.gotomeeting.com/register/442457650

·         Tuesday, April 5, 2011 from 2:00 to 4:00 PM

https://www2.gotomeeting.com/register/322036419

Please remember to send in your questions by noon the day before.

What if I have questions beyond what gets covered in the webinar?

An effort will be made to respond to questions that arise during the course of the webinar, depending on the type of question.  If staff are unable to answer your question during the webinar, responses will be posted to the Home Visiting website at http://public.health.oregon.gov/HealthyPeopleFamilies/Babies/HomeVisiting/Pages/home_visiting.aspx and/or addressed during subsequent webinars.

How should we submit our RFA application? and Who do we send the completed RFA response to?

Please submit your RFA application electronically to:

Nakeshia Knight-Coyle
Statewide Home Visiting Coordinator
Phone: 971-673-1494
Email: nakeshia.knight-coyle@state.or.us

How did all of this come about?

On March 23, 2010, the Patient Protection and Affordable Care Act (the Health Care Reform Act) was passed, which resulted in the availability of funds to support evidence-based home visiting programs and practices.    During the summer of 2010, OFH, OCCF and OHSU partnered with the State Home Visiting Steering Committee on the successful submission of an application for the first two steps of a three-step grant process for new federal home visiting dollars.  The first step indicated intent to apply and briefly described the existing infrastructure and current barriers and opportunities.  The second step was a high level needs assessment. This step did not include a funding allocation. The third and final step is a full application, which will include the results of a more in-depth needs assessment and the identification of the highest need counties and appropriate evidence-based home visiting model to address risk factors and needs identified in the community.

Oregon conducted a statewide home visiting needs assessment, as required by federal guidelines issued in the spring of 2010. The assessment focused on county-level data (including tribal populations) for indicators of need defined in the federal health reform legislation. These indicators include: premature birth, low birth weight, infant mortality, poverty, reported crime, juvenile arrests, domestic violence, high school drop out rates, substance abuse, unemployment, and child victimization. Oregon’s needs assessment also factored in inequities by looking at which populations, including frontier, rural and racial and ethnic communities, are experiencing disparities on the above indicators. As a result of the home visiting needs assessment, 13 counties were identified as having the highest need for home visiting services.

The 13 identified high-need counties have been asked to respond to a RFA, which is designed to solicit the community's plan for addressing unmet needs and risk factors through the implementation of one of four evidence-based models.

Who do I contact for more information on the Home Visiting Statewide Needs Assessment?

Kathryn Broderick
Manager, Assessment & Evaluation
Phone:  971-673-0228
Email:  kathryn.broderick@state.or.us

Isn’t the Home Visiting Statewide Needs Assessment still going on?

Yes, the part of the needs assessment used for the determination of the 13 counties eligible for the federal grant was only a piece of the larger needs assessment which will inform the development of a statewide home visiting system. Future segments of the needs assessment will include a survey of pregnant women and parents of young children and a survey of the home visiting program staff who conduct home visits.  

Who is the Home Visiting Steering Committee?

The State Home Visiting Steering Committee (HVSC) was formalized in Spring, 2010 and is comprised of members of the following agencies: The Governor's Office, Oregon Commission for Children and Families (OCCF), OHA/DHS – Office of Family Health, Department of Education-Head Start, the DHS offices of Addictions & Mental Health, CAF (Child Welfare & Self-Sufficiency) and Oregon Health Sciences University (OHSU)/Oregon Center for Children and Youth with Special Health Needs (OCCYSHN). 

The HVSC was convened to develop a framework for a comprehensive, coordinated and culturally responsive Home Visiting System that will address unmet needs. The goals are to capitalize on the strengths of each program, decrease overlap and administrative barriers, and ensure the Oregonians we serve are receiving the appropriate services, in the most cost effective way.

What is the role of the HVSC in efforts to strengthen the HV System in Oregon?

The role of the HVSC is to engage home visiting stakeholders from across the state in a number of strategic dialogues and events aimed at collecting input on the challenges and opportunities inherent in the current home visiting system and work towards creating a framework for Oregon’s Home Visiting System that aligns with the mission of the Early Learning Council.

The HVSC is overseeing the RFA process.

Who do I contact for more information on the overall efforts underway around the Home Visiting System in Oregon?

Nakeshia Knight-Coyle
Statewide Home Visiting Coordinator
Phone: 971-673-1494
Email: nakeshia.knight-coyle@state.or.us